mirror of
https://github.com/documenso/documenso.git
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Lucas Smith
98 lines
3.3 KiB
Plaintext
98 lines
3.3 KiB
Plaintext
---
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title: Document Lifecycle
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description: Track document progress through draft, pending, completed, and rejected states.
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---
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import { Callout } from 'fumadocs-ui/components/callout';
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## Document States
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A document can be in one of four states:
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| State | Description |
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| ------------- | ----------------------------------------------------------------- |
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| **Draft** | Document is being prepared and has not been sent |
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| **Pending** | Document has been sent and is awaiting recipient actions |
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| **Completed** | All recipients have completed their required actions |
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| **Rejected** | A recipient has rejected the document (when rejection is enabled) |
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## How a Document Moves Through States
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```mermaid
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flowchart LR
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Draft -- Send --> Pending
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Pending -- All recipients complete --> Completed
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Pending -- Recipient rejects --> Rejected
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```
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## Draft
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When you upload a document or create one from a template, it starts in the **Draft** state. In this state, you can:
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- Add and remove recipients
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- Assign roles to recipients (signer, approver, viewer, CC)
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- Add, move, and configure fields
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- Set signing order
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- Configure document settings (expiration, reminders, rejection)
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- Delete the document
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A draft document is only visible to you (the owner) and team members with appropriate permissions. Recipients cannot see or access the document until you send it.
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**Transition:** A draft becomes **Pending** when you send it to recipients.
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## Pending
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Once sent, a document enters the **Pending** state. Recipients receive email notifications with links to view and complete their assigned actions.
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While pending, you can:
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- View recipient progress
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- Resend notifications to recipients
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- Void the document (cancels all pending actions)
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<Callout type="info">
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You cannot modify the document content, recipients, or fields while it is pending.
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</Callout>
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**Transitions:**
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- Becomes **Completed** when all recipients finish their required actions
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- Becomes **Rejected** if any recipient rejects the document (requires rejection to be enabled)
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## Completed
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A document reaches the **Completed** state when all recipients have fulfilled their roles:
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- Signers have signed
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- Approvers have approved
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- Viewers have viewed (if view confirmation is required)
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At completion:
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- All parties receive a copy of the signed document
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- The document is sealed with a digital certificate
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- An audit log is attached showing all actions taken
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<Callout type="info">
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Completed documents cannot be modified. You can download the signed PDF or view the audit trail.
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</Callout>
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## Rejected
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If you enable document rejection in settings, recipients can reject instead of signing. When any recipient rejects:
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- The document immediately moves to **Rejected** state
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- Other pending recipients can no longer act on the document
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- The document owner is notified
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<Callout type="info">
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Rejected documents cannot be modified or reactivated. To proceed, you need to create a new
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document.
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</Callout>
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## Related Concepts
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- [Recipient Roles](/docs/concepts/recipient-roles) - The different roles recipients can have
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- [Field Types](/docs/concepts/field-types) - Fields you can add to documents
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- [Signing Workflow](/docs/concepts/signing-workflow) - How the signing process works for recipients
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